Gymnathlon Association – Participation Agreement & Policies

The program is organized by the Gymnathlon Association (the "Society"), a Member-Funded Society incorporated in British Columbia. The Society provides facilities, certified coaches, and manages the operation of individual sports training sessions and the overall Gymnathlon program.

Gymnathlon is intended for children aged 2.5–11 years and includes four main programs: Baby, Junior, SportMix, and Active, as well as supplementary programs Camp and Analytic. Participation is contingent upon the child’s health and developmental readiness. We strongly recommend that parents (legal guardians) consult a pediatrician before registration. Gymnathlon provides information about the program’s nature, but parents are responsible for ensuring their child meets the physical requirements.

Participation in Gymnathlon's core programs requires the payment of a registration fee. Parents (legal guardians) can register their child on the Gymnathlon website via an online form. By submitting the application, the parent confirms its binding nature and agrees to the Gymnathlon sports program conditions. The application becomes binding once Gymnathlon confirms spot availability via email and full payment is received. Registration for any program or event (including Camp/Analytic) classifies the parent/child as a "Participant" or "Supporter" and does not grant membership or voting rights in the Society.

The core programs (Baby, Junior, SportMix, Active) are conducted as seasonal or annual courses with regular weekly training sessions. Sessions do not take place on statutory holidays, public holidays, or during school breaks (as per the local school board calendar). Supplementary programs like Camp or Analytic are fixed-duration, one-time events.

The specific registration fee for all programs is listed in the registration form on the Gymnathlon website. This fee is a "Service Fee" that covers organization, coaching, facility rentals, and administration. All fees are in Canadian Dollars (CAD).
The prices for the supplementary programs Camp and Analytic are also available in the registration form on www.gymnathlon.ca.

A) Basic programs (Baby, Junior, SportMix and Active)

Refunds are calculated based on sessions elapsed since the start of the term (regardless of child attendance):

• Within 72 hrs of 1st session: 100% refund (less a $10 admin fee).
• Within 72 hrs of 2nd session: 85% refund (less a $10 admin fee).
• Within 72 hrs of 3rd session: 70% refund (less a $10 admin fee).
• After 72 hrs of 3rd session: No refund (0%).

To request a withdrawal and refund, you MUST complete the official form at www.gymnathlon.ca/refund. Medical Issues: Pro-rated credits for future terms may be issued for major injuries (e.g., surgery) with a doctor's note.

Refunds are governed by the following rules:

• More than 30 days before the start: 100% of the paid amount will be refunded (less a $10 admin fee).
• Between 30 days and 48 hours before the start: 50% of the paid amount will be refunded (less a $10 admin fee).
• Less than 48 hours before the start: No refunds will be provided.

To request a withdrawal and refund, you MUST complete the official form at www.gymnathlon.ca/refund.

C) Additional programs (Analytic)

Refunds are governed by the following rules:

A child may be withdrawn at any time, but no later than 48 hours before the start of the scheduled session. Refunds are subject to a $10 non-refundable admin fee. To request a withdrawal and refund, you MUST complete the official form at www.gymnathlon.ca/refund.

Gymnathlon Association (the "Society") is responsible for program organization, training quality, and professional coaching. Supervision is provided only during the active session (from the moment the child is handed over to the coach until they are picked up by a parent or guardian).

Liability Waiver:

To the fullest extent permitted by the laws of British Columbia, the parent/guardian hereby releases the Society from any and all liability for personal injury, property damage, or loss, including those caused by the NEGLIGENCE of the Society, its directors, coaches, or staff. The parent/guardian agrees to INDEMNIFY and hold harmless the Society against any and all claims, actions, or costs.

Parents/guardians are responsible for:

• Providing accurate and truthful information during registration.
• Timely handover of the child to the coach and prompt pickup after the session.
• Ensuring the child is physically and medically fit to participate.
• Remaining reachable by the mobile phone number provided in the registration for the entire duration of the session/Camp/Analytic.

We only require the information provided in the registration form for safety and communication purposes. The data controller is Gymnathlon Association (BC). In compliance with the BC Personal Information Protection Act (PIPA), data is processed to manage participation and document activities. Personal data is stored as required by the BC Societies Act. You have the right to access, correct, or delete data, or file a complaint with the Office of the Information and Privacy Commissioner for BC (OIPC).

During sessions, Gymnathlon may take photographs or videos for documentation and promotional purposes. Consent is optional; parents who do not wish for their child to be featured in such materials may opt-out by contacting info@gymnathlon.ca or by following the opt-out instructions during registration.